Old Town Hall Procedures and Restrictions
Appointments: If you wish to view this facility for a potential rental please call or e-mail:
Modification: City reserves the right to modify procedures, restrictions, and related guidelines as circumstances dictate.
Reservations: Reservations will be accepted on a first-come, first served basis; applications will be reviewed and the City reserves the right to cancel reservations if reservation agreement circumstances change or for a reasonable cause. All fees are due 60 days prior to the scheduled rental. Applicant must be at least 21 years of age and accepts responsibility for supervision throughout the period covered by the agreement. Rentals are taken up to 2 years in advance (exception civic associations, city service groups, City boards and commissions which are only allowed to book 6 weeks prior to the event). Name(s) of person(s) who will be on the scene and in charge during the rental must be identified to the Facility Management individual present. Only those parties specified by applicant, in addition to the applicant, will be permitted to make additions or changes to the signed agreement.
Security Deposit: Security Deposit is returnable upon satisfactory completion of the agreement. Charges for damages, lack of required cleaning, time overages, or violation of the agreement, will be deducted from the deposit. Users exceeding their reserved time will be charged the applicable hourly rate. Any charges in excess of the deposit will be billed to the applicant. Security deposit is refunded to individual/company/organization represented on the contract.
Setup & Clean-up: The diagram of your setup MUST be turned in 5 business days prior to your rental. All A/V and sound requirements must be established at this point also – NO EXCEPTIONS. Last minute additions may not be able to be accommodated. User or user’s caterer will be responsible for setup that ensures minimizing the chance of damage to the building, grounds, driveway, and walkways. Plastic sheeting or bar mat must be put on the floor at points where beverages or ice containers are located. All liquids and/or ice must be contained in watertight containers (not trash bags). User or user’s caterer must remove all food, equipment, and property during the reserved hours. All trash and decorations must be cleaned up and placed in designated trash receptacles provided by the City.
Arrival at the Hall: Facility management must be informed of the arrival time of the first guest/vendor. Allow enough time for caterer to set up and clean up when establishing rental time. Your contracted time is the time you will be allowed access to the room(s) you have rented. Caterers and others must be instructed not to arrive before the contracted rental time. Deliveries of rental equipment, cakes, flowers, etc., must be made during the rental period.
Personnel: The City will provide staff to monitor each rental event.
Alcohol: Alcohol may be served under the following conditions: 1) If private affair – no permit required. 2) If open to public, permit must be procured through the Alcoholic Beverage Control Board. 3) If you have a cash bar, permit must be procured through the Alcoholic Beverage Control Board. 4) If you plan to have alcohol outside, permit must be procured through the Alcoholic Beverage Control Board.
Caterer’s Corner: The Caterer’s Corner is solely for warming and preparing dishes. No cooking is permitted.
Restroom Facilities: The Old Town Hall has ADA compliant restrooms.
Open Flames: User must seek approval prior to the event for the use of burning candles, chafing dishes, and other similar open flame sources. Any flames rising higher than their container are not permitted. Sparklers and other types of fireworks are not permitted.
Doors: All doors leading to the outside are NOT to be propped open as this creates issues with temperature/humidity as well as bugs.
Smoking: Smoking is not permitted inside the building, but is permitted outside the building and on the grounds. Users must use ash urns provided on site.
Decorations: No decorations or other items may be tacked, taped, nailed, or affixed in any way to the walls, pillars, beams, or any other surface of the building inside or out. No birdseed, rice, confetti, real flower petals, sparklers/fireworks, etc., may be used inside or outside of the building. No bubbles are allowed inside the building. Failure to abide by these regulations will result in loss of security deposit.
Holidays: Holiday decorations including a Christmas tree on the front porch and greenery, bows, and electric candles in the hall will be on display from the fourth week of November to the first week of January.
Piano: The piano is to be moved only by the Facility Management Individual present. Nothing may be placed on any surface of the piano except music scores. If music is not in its original cover, care must be used that no staples, paper clips, or similar metal objects come in contact with the piano. The piano shall be played only by the musician scheduled to perform for the rental period. Chairs, tables, and decorations must be placed at least four feet from the piano with no danger of decorations falling on the piano. The individual signing the contract will be liable for any damage to the piano.
Fire Code: Failure to comply with the fire code capacity in each room will result in immediate termination of the event and forfeiture of fee and security deposit.
Damages: User is responsible for all damages to the property and equipment. The City and the user will review the buildings with groups prior to and after use to determine conditions and any potential damage charges. Damages will be deducted from the security deposit.
Liability/Injuries: User is responsible for all injuries to guests. The City reserves the right to require the User to furnish a “Certificate of Insurance for Public Liability Insurance” in the limit of $500,000 with coverage to cover the sale or serving of alcoholic beverages. The user will save harmless the City of Fairfax, the lesser and the City’s and lesser’s officers, employees, and agents on any and all claims whatsoever arising out of the use of the Old Town Hall, including any liability for death, personal injury or property damage, where incurred by the lesser, lessee (or member if lessee is an organization or group) or any and all third parties.
Violation of Law: Violation of any laws prevailing in the City of Fairfax by any person while in attendance will be sufficient grounds for termination of the event, with forfeiture of fee and security deposit.
Failure to Comply: Failure to comply with these policies and conditions will result in immediate termination of the event, with forfeiture of fee and security deposit.
Inclement Weather/Conditions: The City of Fairfax will do everything in its power, within reason, to accommodate events throughout inclement weather and unforeseeable situations. Certain instances may arise in which it is unsafe for City staff to travel to the venue in question in order to open for the rental. In these instances, renters will be afforded the opportunity to reschedule their event (subject to availability) or cancel with no penalties rendered.
Cancellations: A full refund minus a processing fee of $100, will be made if cancellation is made 60 or more days prior to the use date. No refund will be given if cancelled within the 60 days with the exception of the security deposit.